Events Specialist II – Communications (Administration)
The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.
The mission of the Allen Institute Administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, Administration helps facilitate team learning and the overall mission of the Institute.
The Allen Institute is seeking an Events Specialist to serve as a key member of the Communications Department’s Events Team. Events at the Allen Institute play an important role in fostering scientific collaboration, driving forward our mission, and deepening our global impact.
This position works closely with team members and stakeholders in the development, planning and execution of strategies, activities, and marketing for events. These include symposia, workshops, trainings, and other scientific meetings. This role also helps manage internal employee events that enhance our Institute culture. The ideal candidate is highly organized, deadline-driven, passionate about events, and works well with stakeholders at multiple levels. The successful candidate will become well versed in various event types, event marketing, and communication strategies for internal and external audiences.
The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.
Essential Functions
- Lead and execute various events-related tasks, including project planning timelines, guest communications, budgets, staffing plans, agendas, scripts, catering orders, travel and venue research
- Recommend, identify, and secure appropriate resources for each event such as venue, accommodations, registration tools, AV & catering
- Lead collaborative meetings with Institute stakeholders throughout event planning process to achieve and succeed event goals
- Collaborate with Brand & Marketing Team to develop promotional and day-of event materials including, but not limited to invitations, signage, and presentations
- Manage contract process for event-related legal and financial contracts
- Draft/proof event production documents for cross functional teams to ensure successful event operations and experience
- Gather, update, and create regular reports of post-event metrics to share with business unit stakeholders, track progress and compare to benchmarks
- Draft and design Institute HTML event e-mails and webpages
- Source and purchase branded promotional items for internal and external events
- Assist in managing internal inboxes for timely responses to Events inquiries
- Provide additional programmatic support as needed
Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
Required Education and Experience
- Bachelor’s Degree in communications, marketing, or related field; or equivalent combination of degree and experience
- Minimum of 1 year experience coordinating events
- Meticulous attention to detail, strong organizational skills, and ability to manage projects, vendors, and budgets
Preferred Education and Experience
- 1-3 years’ experience coordinating events
- Events experience in an institutional, non-profit or agency environment is preferred
- Proficiency in using Microsoft Office Suite and SharePoint
- Intermediate knowledge of Adobe Creative Suite software desired
- Basic knowledge of HTML desired
- Database experience such as RE: NXT, Blackbaud, Luminate CRM, desired
- Excellent written and verbal communication skills, including the ability to communicate with people at all levels of the organization and from a wide variety of backgrounds
Physical Demands
- Occasional lifting up to 30 pounds
- Standing and sitting for extended periods of time
- Fine motor movements in fingers/hands to operate computers and other office equipment
- Push/pull up to 50 lbs. (pushing a cart)
- Stooping, bending, crouching, and reaching
Position Type/Expected Hours of Work
- Occasional evening and weekend hours required
- This role is currently able to work in a hybrid work environment. The Events Team works 3+ days onsite. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.
Travel
- Occasional travel to national events
Annualized Salary Range
* Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable.
Benefits
- Employees (and their families) are eligible to enroll in benefits per eligibility rules outline in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.
It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities
